Administrative Assistant provides general characteristics office administrative support to ensure efficient operation of the team/office. Supports staff of different level through a variety of tasks related to organization and communication. This role is a temporary assignment with the possibility of becoming permanent after 6 months.
Answer and screen incoming calls. Backup to other AKF Office calls when required.
Proficiently operate word processing system.
Type, format and edit standard and non-standard correspondence such as, agreements, reports, studies, proposals, specifications, tables, contracts, and all other business typing as requested.
Files correspondence and other records.
Assist Engineers with proposals and RFPs.
Work with Clients to track, develop and maintain Dept. of Building filings and General correspondence.
Coordinate paperwork with expediters.
Assists in making travel, conference and seminar arrangements.
Update project logs.
Update opportunities and follow-up with Project Managers.
Assist Project Managers with Accounts Receivable.
Process shop drawings and RFIs via Newforma.
Assist Project Managers with billing.
Create and maintain project opportunities in Deltek.
Process certificates of insurance requests.
Provide support for NY Front Desk Receptionist
Supports in company overflow work with other Administrative Assistants.
Working hours: 8 AM - 5 PM
Associates Degree or Bachelor's Degree and/or 1-3 years of administrative assistant experience in an AEC firm
Deltek Vision experience is preferred
Newforma experience is preferred
Strong MS Office skills
Enhanced verbal and interpersonal communications skills
Effective problem solving skills
Ability to work independently and in a team oriented environment
Full Time Hourly Non-Exempt Employee. Non-Exempt employees are eligible for Overtime Pay.
Standard workweek is Monday-Friday
Minimum 8 working hours/day (40 hours/week Monday-Friday) within the firms hours of operation of 7:00a.m.-6:00p.m.
You may be asked to work extra hours in order to meet the demands of the firm.
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